2013 HPG - Planning Details

Prior to broadcast

• Set up and check-in 8:30 for small number of team members
• Set up areas to meet for Game Design, refs, safety, scoring
• Whiteboard with important meeting times and locations and general schedule at check-in
• Safety Team - (mentor and 3 students) Look at field and figure out safety rules needed to play the game and how to make the game safe - work with Lee and Tom from Planning Committee
• Create alliances at 10:30 using check-in information
• Post alliance assignments on whiteboard (use post-it notes during initial alliance planning)
• Post the Match schedule on whiteboard with alliance team #s listed

After broadcast

• Print several copies of game rules for game design team - printer set up in lobby by Planning Committee
• Gather game design team and start brainstorming
• Game design consults with Safety team
• Score team tweaks program with input from game design team
• head ref trains other refs after input from game design team

Post Kick-Off

• Input evaluation forms
• Write up evaluation results
• Put evaluation results on wiki
• Send evaluation results to Marie
• Update Wiki and website - start post event page

• 2 tables long sides together
• 8-10 chairs
• whiteboards
• markers, erasers
• laptop - rule maker
• extension cords
• power strip
• copies of rules
  • for each design team member - very important
  • head ref and score table as well
• Actions
• print many copies of robot and game rules right after animation (Karen - Angie's computer was set up with printer)
• quick read through of rules individually
• talk with safety - any major issues that need to be addressed
• game walk through - what are the main points
  • how to do the end game?
  • how to limit fast movement - for safety

• pool noodles
• tape - lots
• whistles
• safety vests

• ref shirts
• whistles
• head ref - coordinate with game design team and then train other refs
• more to do - too much down time for some of the volunteers

• had lots of unused materials as usual

• 2 tables and 4-6 chairs
• projector powered and ready to go - extension cords taped down, etc.
• projector screen
• scoring area clearly marked - no spectators in front of scoring station or within 10' (too distracting)
• power available for multiple laptops
• whiteboards, markers, erasers
• flexible program created with Java prior to game - editable on-site
• create scoring sheets for each match did not do in 2013 - probably good idea -
• keep score for each team
• printer - possibly used to print scores
• do we want scores input onto wiki? would this information be useful? if so, need a dedicated couple of volunteers to document and make notes about each game - ie mentor game, make-up of alliances, etc.
• Understand points and scoring - need quick training from game design team

• match schedule set up ahead
• alliances spreadsheet ready for input
• need data after check-in to create alliances
• use sticky notes to place teams into alliances
• fill in spreadsheet with team numbers for alliances - for use after event
• write up alliances onto whiteboard schedule

• lots of gaffers tape - preferably blue and red
• great to demarcate the queuing lanes - kept the spectators out of the designated areas
• yellow pinnies to denote queuers
• note cards to pass notes to announcers
• *need to announce 'match # playing, queuing mathc #

• check-in sheets - teams, volunteers, mentors
• writing utensils
• white boards and markers
• large whiteboard signage
• printer
• button making materials
• tape
• all of the random supplies needed